Business Affairs

Key Policy

Scope
The following key policy addresses categories of keys, criteria for obtaining a key, authorization of key assignments, due date for return of key, and fines for late and lost keys checked out to IU Jacobs School of Music faculty, students, and non-School of Music persons.

Categories of Keys
Administrative Office Keys
Administrative office keys are for the use of faculty, staff, and hourly employees for conducting business on behalf of the IU Jacobs School of Music.
AI Studio Keys
AI studio keys are for the use of Associate Instructors to teach private lessons, coach chamber groups, and hold office hours.
Classroom Keys
Classroom keys are for the use of faculty and students who conduct classes in locked classrooms.
Faculty Studio Keys
Faculty studio keys are for the use of faculty for teaching, and for the use of students who need access to material or instruments in faculty member's studio.
Practice room Keys
Practice room keys are for the use of students who need to practice instruments such as percussion, piano, Steinway, harp, harpsichord, organ, or engage in reed making in locked practice rooms.
Temporary Keys
Temporary keys are for people who have been assigned to a classroom for one-time use (through the Events Coordinator), or in cases where a key has become temporarily unavailable (for example, left at home, or locked inside a studio).

Criteria for Obtaining a Key
Written permission from a faculty or staff member must be submitted to the Music Facilities Office at somfac [at] indiana [dot] edu. Please fill out and attach the Excel spreadsheet, key request form, and send to somfac [at] indiana [dot] edu.
Steinway practice room must be authorized by Mr. Benny Clark each semester.

Steinway Practice Piano
The Steinway Graduate Practice Agreement must be completed by the Practice Room Scheduler (Mr.Benny Clark) prior to receiving the key from the Music Facilities Office. Each individual will be personally responsible for his or her own key(s).
A key contract is mandatory.

Authorization of Key Assignment
Written authorization is required from a faculty or staff member for all key assignments. Please fill out and attach the Excel spreadsheet, key request form, and send to somfac [at] indiana [dot] edu. An alternative is for the authorizing person to sign the key contract under "Authorizing Signature".
For students use, faculty studio keys require written permission from the faculty member, while Classroom keys, Practice room keys, AI studio keys, and Administrative Office keys may be authorized be a faculty or staff member.

Authorization of Key Assignment - SUMMER SESSION
Requests for keys during the summer need to follow the Criteria for Obtaining a Key and submit a key request form. If not enrolled for summer sessions, a refundable $150.00 per key is required. The due date will be the last day of final exams.

Due Dates for Return of a Key
Part A-Students Use of Keys
Classroom keys are checked out for one semester only. All classrooms, practice rooms, AI studio and faculty studio keys must be returned by the last day of final exams for the fall, spring, or summer semester.
Any student who leaves the Jacobs School of Music before the end of the semester should return his or her key(s) immediately.
Administrative Office keys are assigned for the period of employment of the Graduate Assistantship per Department Chair.

Part B-Faculty and Staff Use of Keys
Administrative Office, Faculty Studio and Classroom keys may be retained as long as the faculty or staff member is employed by the Jacobs School of Music and has use for the room. Temporary keys should be returned by the date indicated on the key contract.

Part C-Non-School of Music Persons Use of Keys
Keys should be returned by the date indicated on the key contract.

Fines
Late Key
Late return of a key will result in an automatic, non-refundable fine of $30.00 effective the day after the key is due. The charge for a late key will be charged to individual's bursar account. If the key is not returned in one month, it will be considered lost. See Lost Key below.

Lost Key
Loss of a key will result in a minimum fine of $60.00, plus the cost of re-coring and re-keying any and all doors affected, up to and including an entire building. The charge for a lost key will be charged to the individual's bursar account.

Electronic Locks
Some studios are controlled by an electronic lock and open with your campus ID card. For more information about access to these rooms, please contact the responsible faculty member or the Administrative Secretary in charge of keys.